Download learner management user guide

Learning Records Service
Organisation Portal
Learner Management
User Guide
LRS Organisation Portal Learner Management User Guide V1.0 June 2014
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Contents
Contents ................................................................................................................... 1
Purpose and structure of this guide ...................................................................... 4
1. Operational guidelines for super users .......................................................... 5
1.1
Appoint other super users ...................................................................... 5
1.2
Things to consider when creating users ................................................. 5
1.3
User responsibilities ............................................................................... 6
1.4
Arrangements for data governance ........................................................ 6
1.5
Training and awareness ......................................................................... 6
1.6
Naming conventions for multiple sites .................................................... 6
1.7
Privacy notice ......................................................................................... 6
1.8
Support .................................................................................................. 7
1.9
Logging into Learner Management ........................................................ 7
1.10 Log onto the LRS for the first time .......................................................... 7
1.11 Welcome page ....................................................................................... 8
1.12 Online help ............................................................................................. 9
1.13 User Management Permissions ........................................................... 10
1.14 Your role as a super user ..................................................................... 10
1.15 Appoint new super users and users ..................................................... 10
1.16 Update an existing user account .......................................................... 11
1.17 Delete/remove a user account ............................................................. 12
1.18 Verify identity........................................................................................ 12
1.19 Reset password ................................................................................... 13
1.20 Monitor users activity ........................................................................... 13
1.21 Change of super user ........................................................................... 14
1.22 Contract staff or third party organisations using the LRS ..................... 14
1.23 Lost your only super user account? ..................................................... 14
2. Unique Learner Number (ULN) Management ............................................... 15
2.1
Unique Learner Number (ULN) management ...................................... 15
2.2
LRS Organisation Portal (Manual) ....................................................... 15
2.3
Batch Process ...................................................................................... 19
2.4
Return Codes RC001-RC011: what they mean ................................... 22
2.5
Batch exceptions (RC006-RC011) ....................................................... 23
3. Personal Learning Record ............................................................................. 30
3.1
Access the Personal Learning Record ................................................. 30
3.2
Information displayed on the PLR ........................................................ 31
3.3
Privacy notice – unable to share data .................................................. 31
3.4
View a PLR .......................................................................................... 32
3.5
Create a report ..................................................................................... 34
3.6
Audit information on viewing a PLR ..................................................... 35
3.7
Report a Problem - ULN or Learning Event.......................................... 36
3.8
Report a ULN problem ......................................................................... 36
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3.9
Report a PLR Learning Event Problem ................................................ 37
3.10 View data challenge history ................................................................. 42
4. Find a QCF qualification................................................................................. 42
4.1
Find a QCF qualification – generic (anonymous) ................................. 43
4.2
Grouping of Units ................................................................................. 45
4.3
Grouping of Units - Process ................................................................. 46
4.4
Rules of Combination ........................................................................... 47
4.5
Find a QCF qualification – including learner’s completed QCF Units ... 48
Appendix A – Types of user in the LRS ............................................................... 53
Appendix B – Tips for searching .......................................................................... 54
Appendix C – Tips for updating a learner’s details............................................. 55
Appendix D Create/update learner fields ............................................................. 56
Appendix E – Verification Type and Ability to Share .......................................... 57
Appendix F – Nationality codes (for learner detail fields) .................................. 58
Appendix G – Return codes RC001-RC011 ......................................................... 65
Appendix H - Glossary .......................................................................................... 66
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Purpose and structure of this guide
This Guide provides information and guidance for Learner Registration Bodies
(LRBs) that sign up to use the Learning Records Service (LRS).
Section 1 provides important operational guidelines on how to administer and
manage users.
Section 2 provides guidance on managing Unique Learner Numbers (ULNs).
There are several steps to managing ULNs, and the Guide describes these including
how to set up and manage batch processes.
Section 3 describes in detail how to access and manage the Personal Learning
Record (PLR).
Section 4 describes how to find a QCF qualification. This includes processing
Rules of Combination (RoC) enquiries, which gives Learner Registration Bodies
(LRBs) the opportunity - using selection criteria that help to produce options for
learners - to find suitable courses.
The Guide also offers advice and information on best practice, to help you make the
most of the LRS, and provide details of how to get further help and guidance.
If any of your users would receive the LRS newsletter - Service News - they can
subscribe by sending their full name, organisation name and contact details by email
to the LRS Customer Help Desk.
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1. Operational guidelines for super users
Once your organisation has registered with the Learning Records Service (LRS) it
will be referred to as a Learner Registration Body (LRB). You will need to establish
managerial arrangements for running the LRS and ensure that appropriate
arrangements for data governance are in place.
Once we have checked and accepted your registration, LRS will set up your
organisation account on the Organisation Portal and email your nominated Super
User with a username and provide a password to enable access to the Organisation
Portal.
This section is for your organisation’s Super User and will help to:
Clearly define your managerial arrangements for running the LRS.
Establish your data governance arrangements.
1.1 Appoint other super users
It is strongly recommended that your organisation has at least three super users to
ensure that a Super User is available to unlock accounts, and so on, at any time.
The Organisation Agreement sets out two complementary areas of responsibility
which are assigned to the Super User(s) of the LRS:
Oversight of Data Protection (DP) issues.
Operational management of the LRS, including managing users, removing
those who leave and oversight of procedure and practice.
1.2 Things to consider when creating users
As a Super User creating other users you must consider:
Internal processes; including how additional users can be set up.
Depending on the role, this may involve Criminal Records Bureau (CRB)
checks. CRB checking is NOT mandated by the LRS. You must set up
procedures for requesting a new user account which checks that the person
being given access is properly authorised to access the LRS.
What level of permission is needed for the user?
Are users aware of their responsibilities in using the LRS?
Training and awareness about the LRS, including guidance on the use of the
FileName field in respect of batches, be implemented.
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How Super Users will deal with internal enquiries, as your Super User must
be the first point of contact in your organisation.
Number of potential users in your organisation.
Please note: the LRS does not recommend the creation of ‘Guest’ user accounts.
This will break the responsibility for maintaining access authorisation. The LRS may
contact you if we identify any inappropriate behaviour when using our services.
1.3 User responsibilities
The User Agreement sets out the individual’s responsibilities in using the LRS and
must be accepted on screen every time a user logs into the LRS Portal. This text is
also available in the Terms & Conditions in the footer of the LRS Portal.
1.4 Arrangements for data governance
Whilst the obligations upon each individual user are set out in the User Agreement, the
LRS requirements for data governance are articulated in the Organisation Agreement.
These documents taken together frame and detail the responsibilities imposed upon the
LRB. Ensuring proper practice in handling personal data is a requirement of learning
providers, although there is no standard model of practice across the sector.
1.5 Training and awareness
The LRS does not give training courses in using the LRS. The responsibility for user
training and awareness lies with you as Super User. LRS does offer a range of
support materials (including this Guide) which can be accessed on the LRS website.
1.6 Naming conventions for multiple sites
The LRS registers an LRB as a single legal entity, even if the organisation has
multiple sites and users. If you have a number of sites or offices, we suggest you
give each its own name which can then be input into the FileName field when
submitting a batch job.
This will allow users to filter batch jobs by site using this field on the Organisation
Portal. Once the filter is set, it will be applied every time that user logs in, until they
remove it. You may want to consider issuing guidance to all your organisation’s
users regarding the use of this function.
1.7 Privacy notice
The LRS has released standardised texts for Privacy Notices. These are for the
benefit of learner providers to incorporate into their course registration and
application forms plus administration systems for the next academic year.
A short text version - suitable for inclusion in student and learner facing application
forms.
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An extended text with simple explanations of how the LRS will use and process the
information and data provided to us by Learner Registration Bodies (LRBs). This
version is suitable for cascading to students and learners and to be used within your
own application and information packs.
Access and download the short and extended versions of the Privacy Notices and
the Framework Code of Practice for all Providers.
Please also see Section 4 to understand the implications for learners regarding the
Privacy Notice and the Personal Learning Record.
The learner’s wishes should be recorded in the Ability to Share field – see Appendix
B.
1.8 Support
For further information and support please contact the LRS Customer Help Desk.
Open Monday to Saturday, 8:00 am – 8:00 pm
Telephone: 0845 602 2589
Email:
[email protected]
Website:
https://www.gov.uk/government/collections/learning-records-service
1.9 Logging into Learner Management
You are now ready to log on to and use Learner Management.
1.10
Log onto the LRS for the first time
Open the internet and log on to https://lm.lrs.imservices.org.uk/
You will be presented with the logon screen.
Enter your Username and the ‘one time’ password that has been provided to
you by your super-user or, in the case of this being the first time your
organisation has used the Learning Records Service, by the LRS Customer
Help Desk.
Select ‘Login’.
You will be presented with the change password screen.
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You will have to re-enter your one time password given to you by the LRS
Customer Help Desk or your super-user and then enter and confirm your
chosen new password. Passwords must be at least 8 alphanumeric characters
long. There has to be at least one upper case alphabetic character, one lower
case alphabetic character and one numeric character.
NOTE: Passwords have an expiry set upon them and you will be required to
change your password when your password has expired. The system will
automatically present you with the change password screen.
Once you have successfully changed your password you will be presented with
the terms and conditions of using the Learning Records Service screen shown
below:
You must accept the terms of the User agreement in order to proceed to the
final screen used to activate your account which captures your answer to a
secret question. This screen is shown over the page:
Choose one of the questions from the drop down list and then enter and reenter your answer. This question and answer will be used to facilitate the
resetting of your password in the event that you forget it in the future.
Once you have succesfully completed this step you will be presented with the
Welcome page of the Organisation Portal.
1.11
Welcome page
Once you successfully log on, you are directed to the Welcome Page which is
unique to the user type and role permissions.
From this Welcome page you can use the Menu bar and Main menu tabs to
navigate around the Organisation Portal.
The Organisation Portal has a comprehensive set of roles and permissions
that governs what every user can and cannot do when logged on. In the
example shown above, Bob has been given access to User Management,
Learner Verification and Achievement Management functions, in addition to
the Welcome page and My Account which are applicable for all users of the
system.
The My Account hyperlink provides every user with the ability to update some
of their user account details and also to reset their own password.
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1.12 Online help
The Organisation Portal provides online help and assistance, via the hyperlinks
available at various points within the portal, giving function specific help.
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1.13
User Management Permissions
1.14 Your role as a super user
When your organisation registered as a Learner Registration Body (LRB), the LRS
recognised a Super User as the person whose details were supplied on your LRS
Organisation Registration form.
An LRS Super User is the highest level organisation-specific role that you can be
given. As a Super User, you are responsible for managing all users within your LRB,
including setting up additional Super Users. This is to ensure that only the right
people have access to LRS, that you maintain your user community and to make
sure that the confidentiality of the records of learners is protected.
As a Super User you will be the first contact point for your user community to:
Create Users
Update Users - Change in personal and details; Change in role and
permission
Resolve access and password problems; reset; suspend; reinstate
Remove Users: leavers and movers
Monitor User activity
So now you must decide how to administer your user community and set up all other
users.
1.15
Appoint new super users and users
Once you as the nominated Super User have accessed the LRS Organisation Portal
for the first time, it is good practice to create additional Super Users. The Learning
Records Service recommends at least three Super Users per establishment.
To set up additional users
 Select ‘User Management ‘ hyperlink in left-hand navigation
 “Find User” screen is displayed. The Super User must check if the user
already has access to the LRS Organisation Portal before a create can be
performed:
 Fill in the Given Name and Family Name and select the Learner Registration
Body Super User role to tick the box.
 Select ‘Find User’ – This is to check that the user does not already exist
before you create a new record.
 The results screen with a message ‘no users match the selected criteria’ is
displayed.
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 Select ‘Create User’
 Type in the Given Name and Family Name; the LRS automatically produces a
user account name out of the given name and family names.
 Select the tick box next to the ‘User Role’ you would like to assign the
individual – see Appendix A for a list of user role descriptions.
 Complete the e-mail address field as this enables users to use the Forgotten
Password option from the login screen to reset their own password
 You will need to enter some information into the Verification Provided box –
this could be staff ID or a school email address.
 If you have additional information such as a telephone number you could add
it to the data, but only the fields marked * are mandatory.
 Select ‘Create User’. The Super User is now created shows the Super User’s
Username and Password. Copy these carefully and send them to the new
Super User/User.
 Select ‘OK’.
 The next screen shows a summary of the User you have created.
 When the additional users login for the first time they will be required to
change their password. This allows the user to choose a more user friendly
password.
1.16
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Update an existing user account
Select ‘User Management ‘Tab; “Find User” screen is displayed
Search by Username (if known) or Given and Family name
Check the Status is set to “Active”
Select “Find User”; “Find User Results” screen is displayed
Select the radio button next to the user whose account details you wish to
update
 Select ‘Update User’
The following details can be updated:
Title, Given name and Family name
Telephone landline and mobile numbers – optional
Email address
Verification provided – confirmation of your internal authorisation
procedure.
Staff ID or Your reference – optional
You may use this screen to update the roles allowed for your own SuperUser account.
 Select ‘Update’ to commit the changes made. You will this confirmation
screen
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 Select ‘OK’ to continue.
1.17
Delete/remove a user account
Don’t leave user accounts open for people who no longer work for the organisation.
This is important; if an account is left active, that person could still access the Portal
online and potentially misuse the service. These activities will still be associated
to your organisation and you will be held responsible.
Remove a user account as soon as the user has:
Left your organisation
Moved to another organisation which is also an LRB
Taken on a role that no longer needs access to the Organisation Portal
Ceased being sub-contracted to your organisation
To delete a user account:
Select ‘User Management ‘Tab; “Find User” screen is displayed
Search by Username (if known) or Given and Family name
Check the Status is set to “Active”
Select “Find User”; “Find User Results” screen is displayed
Select the radio button next to the user whose account details you wish to
update
 Check the radio button next to the user whose account you wish to delete
 Select ‘Delete User’ option’
 Select ‘Delete’ to go ahead with the deletion of the account or ‘Cancel’ to
return without deleting the account screen
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1.18
Verify identity
You may receive requests to amend user account details or reset passwords from
your users who may be geographically dispersed. The LRS offers you a facility to
check the identity of the remote user:
 Select ‘User Management ‘Tab; “Find User” screen is displayed
 Search by Username (if known) or Given and Family name
 Check the Status is set to “Active”
 Select “Find User”; “Find User Results” screen is displayed
 Check the radio button next to the user whose identity you wish to verify.
 Select ‘Verify Identity’.
 The secret question that the user has selected when activating their account
will be presented:
 Ask the user for the answer to the question and key it in.
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 Select 'Verify’. If the answer supplied was correct, you can continue. If the
answer had been incorrect, the message in the response box would be in red.
 Select ‘Ok’.
Note: the answer is not case sensitive, so ‘taylor’ will match against ’Taylor’ for
example.
1.19
Reset password
When a user has used the wrong password 3 times without entering the correct
details to access the Organisation Portal, that user’s account will be locked. Only a
Super User can reset the password of users registered to use the LRS portal.
Note: Users can reset their own password as long as they have an email recorded
against their account. This will allow users to the use Forgotten Password option
available from the login screen of the LRS Organisation Portal.
If you wish to deny a user (for any reason) access to the Organisation Portal, you
can change the user account status to ‘suspended’.
To reset a password:
 Select ‘User Management ‘Tab; “Find User” screen is displayed
 Search by Username (if known) or Given and Family name
 Check the Status is set to “Suspended”
 Access the user account and change the status to ‘active’ to reinstate the
account.
 The account is now active again and the password will work.
 Check the radio button of the user whose password you wish to reset.
 Select ‘Reset Password’ screen
 ‘Confirm’ if you wish to proceed with resetting the password or ‘Cancel’ to
exit.
The LRS displays the new one-time password for the selected user. You need to
send this to the user. The user will be asked to change the password when they next
log on.
1.20 Monitor users activity
The LRS recommends that you audit your user community annually, to check
whether all your users are still using the LRS and whether they still hold the right
level of access.
You can find all your organisation’s users on the Portal. Just go to the ‘User
Management ‘, leave the ‘find user’ criteria blank and select all of the roles and
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select ‘Find User’. The Portal will generate a full list of users where you can review
your user’s roles.
1.21 Change of super user
The initial Super User detailed on your Organisation Registration form is the LRS
primary contact point. If you or another Super User changes roles or leaves the
organisation, please complete the Change of Super User Form or contact the LRS
Customer Help Desk.
1.22 Contract staff or third party organisations using the LRS
From time to time, you may hire contract or temporary staff to help within your
organisation. As part of their role they may need access to the Organisation Portal.
These staff must be subject to the same checks that protect confidentiality following
your organisation’s policy.
If another organisation is contracted to do work for your organisation and needs
access to the Portal, it is your responsibility to give them access as users belonging
to your organisation. This will ensure that all transactions that are conducted for
your organisation are audited as belonging to your organisation.
If you are an agency working for a number of different LRBs, you will have to use
separate user logons for each organisation you are working for.
1.23
Lost your only super user account?
In the unfortunate event that your Super User account is suspended or your Super
User account holder has left the organisation, and you have no other Super Users,
the LRS will create a new Super User account for you.
To request a new Super User, please complete in the Change of Super User Form
and send it to the LRS.
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2. Unique Learner Number (ULN) Management
Once your organisation has registered with us you need to decide the best approach
for managing your ULNs. The options are:
1. Manually create ULNs through the LRS Organisation Portal - If you have a
group of up to 50 learners, this is probably the quickest way to get them. For
more information and guidance refer to section 5.1.
2. Use the Batch process – More than 50 learners prepare batch files containing
multiple learner details and submit them manually using the LRS Organisation
Portal. The Output file can be downloaded and uploaded back into your system.
The output file may also contain exceptions which needs manual intervention to
resolve. For more information and guidance refer to section 5.2 and 5.3.
3. Web Services – If you choose to use web services, your management
information (MI) software is linked into the Learner Register, automatically
updating the LRS. The MI software may assist in the resolution of the exceptions.
This is the preferred method but does rely on your own MIS Vendor or software
supplier providing the interface with the Learner Register. For more information
about how to register as a developer visit “I want to develop a web service”:
2.1 Unique Learner Number (ULN) management
This section of the Guide tells you how to obtain and manage Unique Learner
Numbers (ULNs) through the LRS Organisation Portal.
2.2 LRS Organisation Portal (Manual)
2.2.1 Find individual ULNs by personal details
Before registering a new ULN the system will perform a find to check if a ULN
already exists for the individual.
From the top of the Organisation Portal:
 Select ‘Learner Management’
 Select ‘Find a learner’ - You can see the ‘Find a Learner’ which contains two
forms. You need to work with the right hand form ‘Find by Personal Details’
 Enter ‘Given name’ and ‘Family name’ of the learner whose ULN you are
looking for
 Enter the ‘Date of birth’ from the drop down menu.
 Select the ‘Gender’ from the drop-down menu.
 Enter the last known ‘Postcode’. As a last resort use the ZZ99 9ZZ – if there
is no possibility of obtaining a postcode from the learner.
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This completes the mandatory fields, but if you know of a Previous Family Name, it
would be useful to enter it as well to improve your search results:
 Select ‘Search.’ The results screen is displayed
 In this case, Screenshot – Find Learner Results shows that the LRS has
found no learners matching the description entered.
 Check the details you entered as you can amend the details and ‘Search
again’. Take a look at Appendix B for more tips on searching for learners.
 If you are unable to find a ULN, select ‘Register this learner’ to register the
learner. See Section 5.1.2 for more information.
Screenshot – Find Learner Results
2.2.2 Register the learner (find by ULN unsuccessful)
You have searched using the tips for searching but there is no record of a ULN for
your learner. So you need to register this learner for a ULN.
 Select ‘Register this learner’
 Enter as many further details as you can onto this screen to help identity this
learner in future searches.
 Complete all mandatory fields including;
Verification Type - A learner’ identity should be verified at enrolment.
Although a lack of proof of identity should not prevent enrolment. When
a learner’s identity cannot be verified it must be verified at a later date.
(Appendix B)
Ability to Share – You can make your learners aware of the way their
data can be used by ensuring they have read or have access to a
Privacy Notice. An example of a Privacy Notice can be found on the
LRS website. For list of the status’ (Appendix B)
 Select ‘Register learner’ – confirmation screenshot – Learner registered
successfully, showing the ULN you have created.
 You now have a ULN for the learner – use the copy and paste hyperlink
to copy the ULN into your MI Database, and tell the learner. Remember to
use the ULN in future if you need to access this learner’s ULN record or
Personal Learning Record in the Organisation Portal.
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 Select ‘View learner profile’ to view the learner’s ULN record or select
‘Register another learner’ to create another ULN for another learner.
Screenshot – Learner registered successfully
2.2.3 Register individual ULNs – Using Fast Track
If you are confident that the learner doesn’t already have a ULN, a new learner can
be registered through the Organisation Portal using the Register Learner (fast track
option).
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Select ‘Learner Management’ and then ‘Register Learner’
Fill in the Given Name, Family Name, Previous Family Name (optional).
Enter the date of birth – (using the drop down menus).
Select the Gender from the drop-down menu and enter the last known
postcode – if there is none available then as a last resort use the default
postcode ZZ99 9ZZ.
Select the ‘Register’ button.
The LRS will perform a search for any learners that match the details entered.
If any matches are found, the system will display them.
If a match is found but you still wish to register this learner, click the ‘Register
this learner’ button on the results screen.
Alternatively, if no matches are found the system will display the Register
Learner - details screen.
Note that the mandatory information has been transferred from the search
screen – add in as much more information as you can from Screenshot –
Register learner – details (fasttrack)
Select Verification Type from the drop-down. Pre-16 schools should use the
Relationship with School entry.
Select Ability to Share – hopefully this will be FPN seen and able to share
data – See Section 2.6 for more information regarding the Privacy Notice.
Add in any other information you may have to help identify this learner in
future searches and then click ‘Register learner’
You now have a ULN for the learner – use the copy and paste hyperlink
to copy the ULN into your MI Database, and tell the learner. Remember to
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use the ULN in future if you need to access this learner’s ULN record or
Personal Learning Record in the Organisation Portal.
 Select ‘View learner profile’ to view the learner’s ULN record or select
‘Register another learner’ to create another ULN for another learner.
Screenshot – Register learner – details (fast track)
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2.2.4 View, Add or Update learner’s ULN details
 On the ‘Welcome Page’ or on the ‘Find a Learner Page’ go to the left-hand
form ‘Find a learner by ULN.’
 Enter the learner’s ULN, Given Name and Family Name and select ‘Search’.
 On the Results screen select ‘View profile’. You will now see the ‘View
Learner Profile’ screen.
View Learner Profile screen holds all the personal and contact details of the learner
plus dates and times of when the record was created and last amended, as well as
any linked ULNs (these are other ULN records that have been merged to make this
ULN the Master ULN).
Here you can check the learner’s details, and add further details or update
information (refer to section 6.6 for Tips for updating a learner’s details):
 Select ‘Edit details‘ at the bottom of the screen.
 Refer to Appendix C – Create/Update learner fields for more information on
field requirements.
 Once all the fields have been updated select ‘Save changes’ to update the
learner’s ULN.
2.3 Batch Process
The Organisation Portal is useful for obtaining individual ULNs, but a faster and
more effective method is to use the batch process.
2.3.1 Create a batch file – Important Information
To create a batch file you need to have access to the LRS Batch File Toolkit
available from the LRS Website. The Batch Toolkit includes the following
documents which will help you produce and upload your batch file, as well as
dealing with any exceptions:
How to prepare an LRB batch file: this technical document describes the
fields and the content
CSV file template: the template uses Microsoft Excel
Validation Tool: The tool checks and assists users with batch validation
issues prior to its upload to the LRS Organisational Portal. Note: Ensure you
have read the system requirements and that you have the required software
on your computer.
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The toolkit is a set of technical documents which describe exactly how to set up the
data within the file and needs to be followed precisely to create the CSV file.
2.3.2 Update ULN data using batch
A batch file can create or update ULNs. If updating ULNs, please note updates will
only occur as follows:
1.
2.
3.
4.
5.
6.
The five mandatory fields (Given Name, Family Name, Date of Birth, Gender or
Last Known postcode), will only be updated if the Verification Type value is set
to a value higher than 0 = none provided.
If updating Given Name or Family Name, the above applies as well as the
name needs to match the database value on a fuzzy or synonym (known
alternative of the name).
If updating the Address fields the five mandatory fields must match as
explained in point 1. An update will be performed if at least 1 of the 4 address
fields supplied in the batch file is completed.
The batch file field contains a value and the same field in the ULN record is
blank.
The Verification fields will be updated as a group with the values in the batch
file whether the same as the LRS or not.
Ability to Share Ability to Share field has previously been set by the learner then
this cannot be reset by any values in the batch file. Similarly, it cannot be
updated to “0 = FPN Not Seen” if the field was previously set to one of the
“FPN Seen” values.
If updating the learner’s details, the minimum data content for each learner for the
batch file is: ULN, Given Name and Family Name. If creating a new ULN, the
minimum data content for each learner is: Given Name, Family Name, Postcode,
Date of Birth, Gender, Ability to Share, Verification Type (ID) and if applicable,
Verification Other Description.
2.3.3 Upload the batch file
Once you have created your batch file, you are now ready to upload your batch file
to the LRS Organisation Portal
 Select ‘Learner Management’.
 Select ‘Submit Batch Registration’.
Now choose your submission type from the dropdown menu. You are going to
submit a file for ‘Full Submission’, so
 Select the ‘Full (FUL)’. (You would use the ‘Verification only (CHK)’
submission if you already had ULNs for your learners).
 Use the ‘Browse’ button to locate the batch file on your computer. Then
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 Select the ‘Upload File’ button. (The file is processed at regular intervals
throughout the day)
Make a note of the Job ID Number, to identify your file.
 Select ‘Submit another file’ to submit another batch file, if you need to or
select ‘View job list’ to see that status of your file (section 6.10).
If your file has been correctly prepared, you should see a success message.
2.3.4 View Job List (batches)
Once you have uploaded your batch you can view all batch jobs uploaded in the last
45 days:
 Select ‘Learner Management‘.
 Select ‘View Batch Registration’.
 You can identify the file you are interested in from the ’Job ID’ column.
 If the ‘Status’ column shows ‘Waiting’, you have the option to remove the file
from the list and cancel the batch process for that file.
 If the ‘Status’ column shows ‘Successful’ you have a choice of hyperlinked
options in the right hand column.
 You can select ‘Download output file’ – allows the file to be downloaded in
the same format it was uploaded (either CSV or XML).
 You can select ‘View exceptions’ to process the exceptions for just a
particular batch file. (section 6.12)
 You can select ‘View Job Details’ for each processed file, which will display
the Job Id, Organisational File Name, Type, Status, User, Date and Time
including:
o Total number of records overall
o Total number of records with each return code (section 6.11)
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Screenshot 1 – Batch job details
2.4 Return Codes RC001-RC011: what they mean
Once a batch file has been processed, an output file is available which contains a list
of return codes (Appendix D). These codes describe whether a ULN has been
found, a new one created or if an Exception has been found which needs to be
investigated (section 6.12).
‘Return Codes’ tell you what has happened to each learner record in your file. Some
of these codes indicate a warning or error message to explain the reason for failure
– these are call ‘exceptions’. There are 11 different return codes, but not all of them
indicate exceptions (refer to Appendix D)
2.4.1 RC001-RC005
These return codes all represent ‘Return Codes’ require no further action to be taken
by you (refer to Appendix D).
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2.4.2 RC006-RC011
These return codes all represent ‘exceptions’ and further will be required by you (for
more information about these codes refer to section 6.4 and Appendix D)
2.5 Batch exceptions (RC006-RC011)
Exceptions need to be resolved so that the learner’s ULN can be obtained or
updated. This usually means checking that the learners’ details are correct. The
different Return Codes relate to issues with the data in your batch file and need
further action to resolve.
The Batch Exception process provides an online procedure to help Learner
Registration Bodies provide additional and corrective information to improve the
processing of Batch Exceptions.
The output file can be used to update your own MI database with new ULNs and the
Exceptions should be ‘processed’, for example, investigated.
There are two ways to enter the exceptions process:
Analyse the exceptions for an individual batch, or
View all outstanding Exceptions for all batches for your organisation.
2.5.1 Viewing batch exceptions
You can view all the exceptions in your organisation’s files together, or view the
exceptions for a single batch file. The actions that you take within the LRS and the
options available to you are the same in either case.
To view all exceptions for your organisation:
 Select ‘Learner Management‘ from the main tabs on any screen
 Select ‘View Exceptions’. You will now see the ‘Exception List’ screen.
To view the exceptions for a single batch file:
 Select ‘Learner Management’
 Select ‘View Batch Registration’; the “View LRB batch job” screen is
displayed
 Find the batch you wish to resolve the exceptions for
 Select ‘View exceptions’ hyperlink; the “Exceptions List” screen is displayed
The “Exceptions List” screen shows all the exceptions that:
match the current filter set (refer to screenshot 50). Your filter criteria will be
saved and will continue to be applied across user account sessions until they
are either cleared using the ‘Clear Filter’ option, or amended.
totals for the number of exceptions that match the filter
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number of unique exceptions shown in the table, and the number of
duplicates of those that are hidden. The first number will always be the sum of
the other two.
Screenshot – View exceptions – filter options
2.5.2 Processing batch exceptions
This section explains how you can resolve any exceptions which require further
attention:
Duplicate exceptions
RC006, RC007, RC008,
RC009 - RC011
2.5.2.1 Duplicate exceptions
If an organisation submits the same learner details multiple times, and receives the
same return code every time, these will be marked as duplicates, and only the most
recent one matching the filter will be shown in the list. These are identified by the link
“Process Duplicates” which will take you to the “Process Duplicates screen”.
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Screenshot - Process duplicate exceptions
Selecting ‘Process all’ from the “Process exception summary” screen will resolve all
the duplicates, whereas selecting ‘Process single’ will only resolve a single
exception.
Note: the “Process exception summary” screen will show all duplicate exceptions
across all batch files, no matter what filter settings were applied to the exceptions
list. Therefore, the number here may be higher than the total number of duplicates
displayed on the exceptions list page.
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2.5.2.2 RC006 Insufficient data to create a ULN
RC006 is returned when LRS failed to create a ULN because one or more of the
mandatory fields has not been supplied particularly Verification Type and/or Ability
to Share not supplied.
Steps to process RC006
 From the view exceptions screen select the ‘Process’ hyperlink on the far
right column of the individual record.
 You have two possible options – ‘Cancel’ or ‘Register New Learner’
 If the ‘Cancel’ option is selected, you return to View exceptions screen.
 If the ‘Register this learner’ option is selected, you will need to complete a
new registration:
Screenshot – Register a learner
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2.5.2.3 RC007 Possible Matches
RC007 is returned when you have tried to register a learner for a new ULN but the
system believes one exists.
Check;
Has the learner moved address and the postcode needs updating in the
CTF submission.
Date of birth; day and month has not been transposed
Is the learner’s name different from your records i.e. Your records show the
learner’s full name but LRS holds the learner’s preferred name.
Has the learners gender been recorded correctly; 2=Female, 1=Male
Steps to process RC007
 From the exceptions list select the ‘Process’ hyperlink on the far right column
of the individual record.
 The possible matches are listed and an option ‘+’ to expand one or more of
the searched results to check that it is the record that matches with your entry
(screenshot 5)
 Once you have reviewed the list select your learner by ticking the checkbox
 Once the checkbox is selected, ‘Select this learner’ and ‘Select and update
learner’ button are enabled;
o ‘Select and update learner’ button displays the ‘View learner profile’
screen.
o ‘Select this learner’ processes the exception only
 Once selected the exception will be deleted from the exceptions list.
 Finally there are two other options within this display - ‘Return to exceptions
list’ will return you to exception list. The option to ‘Register new learner’ will
only be displayed, if no checkbox is selected.
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Check boxes
Screenshot - RC007 results
2.5.2.4 RC008 Too Many Possible Matches
RC008 is returned when the system failed to find/create a ULN, the LRS found more
than 10 possible matches.
Check:
You are not searching using the default or establishment postcode
Try including a previous family name in your CTF file
Steps to process RC008
 From the exceptions list select the ‘Process’ hyperlink on the far right column
of the individual record.
 You will be presented with a screen with a message “Too many records
match your search results”
 If you are still unable to match a ULN, create a new ULN through the LRS
Organisation portal.
2.5.2.5 RC009 – RC011
These exceptions may have an issue because some of the details are wrong or
missing.
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The details provided in your file are used to populate both the ‘Provided details’ and
the ‘Find by Personal Details’. If you are processing multiple duplicate exceptions,
the MIS Identifier field will show a link to a pop-up window listing all of the MIS
Identifiers for the duplicates that are being processed.
RC009 is returned when the ULN supplied in your original file has not been
recognised by the LRS (serious error).
o Check; ULN, Given and/or Family name in the database against those
submitted in your CTF file.
RC010 is returned when one or more of the mandatory fields is blank apart from
Given or Family Name
o Check; All mandatory fields have been completed; gender, date of birth
and postcode.
RC011 is returned when the learner record submitted in the original CTF file
contained data which does not meet LRS formats.
Check;
o The learner is aged 14 years and above
o A valid verification type code is supplied; between 0 and 7 as well as 999.
If 999 is selected; Verification Other Description field must be populated.
o Check none of the fields contain prohibited text. A list of prohibited values
is available from the LRS Customer Help Desk.
o “Last Known Postcode” field does not contain a prohibited postcode
value.
o The “Ability to Share” field has a valid code; 0, 1 or 2
Steps to process RC009-RC011 Exceptions
 Complete and/or update the information, including the mandatory fields will
allow the full registration of a new learner and will return a Unique Learner
Number
 From the exceptions list select the ‘Process’ hyperlink on the far right column
of the individual record.
 You have two possible options – ‘Cancel or ‘Register New Learner’.
 When you select ‘Cancel’ look at the ‘Find by Personal Details’ fields and
enter any missing information or change anything that is incorrect.
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2.5.3 Next Steps - Completed processing exceptions
 Exceptions are deleted automatically after 45 days. However IF;
o Select this learner
o Select and update this learner or
o Register new learner buttons are chosen, some management is still
required.
 From the Exception list or Process duplicate exceptions screen; select the
check boxes of exceptions to be deleted and click the ‘Delete selected
records’ button.
Once you have completed exception processing, the function to ‘Export my
processed exceptions’ should be used to download a file to enable you to update
your organisation’s database with your processed exceptions:
 From the “View exceptions screen”
 Select the ‘Export processed exceptions’ button which takes you to the
“Export my processed exceptions” screen.
 Select the same format you used to upload the file so the file can be loaded
in your database. When you select a radio button the download button will be
highlighted.
3. Personal Learning Record
3.1 Access the Personal Learning Record
The Personal Learning Record (PLR) is an electronic folder which details in one
central place online all the awards, learning Achievements and qualifications of a
learner.
Only LRB Online Users or View Only Users can access the PLR as long as the
learner has agreed to share their PLR. For more information refer to section 6.3.
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3.2 Information displayed on the PLR
Data for the PLR is obtained from three sources:
National Pupil Database (NPD) for Key Stage 4 and 5 qualifications.
Periodic Individualised Learner Record (ILR) returns to the Data Service, as
long as a valid ULN and UKPRN are included within the ILR and they match
the learner’s details.
Awarding Organisations are able to upload QCF qualifications and National
Qualification Framework (NQF) qualifications regulated by Ofqual.
Data from the NPD and ILR returns has been uploaded since summer 2008;
therefore learners cannot expect to find data about learning achievements prior to
this date included in their PLR.
3.3 Privacy notice – unable to share data
In order to allow both the learner and others to access the learner’s PLR, you must
ensure that a copy of the Privacy Notice has been shared. The Privacy Notice
provides an explanation of the way in which the learner’s data may be shared with
different organisations.
A copy of the LRS Privacy Notice can be found on Gov.UK website.
After reading the Privacy Notice a learner must be given the opportunity to opt out of
sharing their PLR (qualification and participation data or learning events). This is
something your organisation is responsible for but we recommend you encompass
this as part of your enrolment process.
If a learner chooses to opt out of sharing their PLR the following steps are required:
The learner or training provider must switch off the “Ability to Share” flag. The
learner can change their data sharing settings through the National Career
Service by opening a Life Long Learning Account (for more information visit
the National Careers Service website).
The learner cannot opt out of sharing their Unique Learner Number.
If the learner chooses to opt out of sharing their PLR please explain the
implications below:

Only the learner will be able to view their learning events on the PLR.

Learning providers will be prevents from viewing the learner’s PLR; a
message would subsequently be displayed: ‘No Learning Events to
display’.
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3.4 View a PLR
To find a learner’s PLR you will need to carry out a search either by Unique Learner
Number (ULN) or by personal details:
 Select the ‘Learner Management’ and then ‘Find a learner’.
 Enter the learner's ULN, Given Name and Family Name.
 Select the ‘Search’ button:
o If no exact match is found the Find Learner’s Results screen is
displayed.
o If an exact match is found you are taken directly to the View learner
profile screen.
 Select the View Personal Learning Record hyperlink to view the learner’s PLR
Screenshot – View Personal Learning Record – All tab
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Each of the records display with up to eight fields of data (not all of the fields are
populated) including:
Subject – displaying the title of each record (Hyperinks to View Qualification
Detail)
Level – Level of the award from Entry Level – Level 8 (or could be blank).
Grade – Generally showing the grade of the award or ‘Pass’ or ‘blank’.
Credit – displaying the amount of Credit achieved for record.
Source – will be NPD, ILR or AO
Start Date – if applicable
End Date – if applicable
Award Date – Date of the Award or Achievement
All of the above details are held in columns which can be sorted, using the down
arrow, either in ascending (first select) or descending (second select) order. If
several pages of records are available for the displayed learner, then all records are
used within the sorting process and redisplayed.
The Credits and Units can be viewed by selecting the Credit and Units tab, showing
the list of credits and units along with Level, Grade, Credit and Award Date. Once
again all the columns can be sorted by selecting the down arrow on the header of
each column name.
All the subjects have a hyperlink which can be selected to view more information on
that particular subject or qualification:
The source of the About this Qualification data is the Regulatory IT System (RITS).
You can also see the Status of the qualification; Provisional or Final and whether or
not the qualification is Under data challenge. Only NQF qualifications can have a
Status of Provisional. All QCF qualifications are treated as Final.
When under data challenge. A View details hyperlink will become available which
will redirect you to the View enquiries screen so you can see the current status.
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3.5 Create a report
A PLR report can be downloaded by LRB’s for individual learners to include one or
more achievement/participation records:
 The report can accessed via the Create a Report tab on the PLR screen.
Screenshot 2 – Create a report (PLR)
A screen displaying all qualifications and events listed in date order will appear.
There are check boxes on the left hand side of each record – all check boxes are
ticked ready for reporting.
 If there are any of the records that you do not wish to see in the report, simply
un-tick the relevant check boxes.
 Select “View my report”
 The report will be displayed in PDF format and choose from one of the
following options: “save” for future use OR “open”, giving a read only version
of the report. From here you can save and / or print the report as required.
Note: if you need to download a viewer for a PDF, select the hyperlink to ‘Download
Adobe Acrobat Reader to view your report’ and follow the instructions on the screen.
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Screenshot – View report (PLR) - PDF
3.6 Audit information on viewing a PLR
An audit record of who has viewed a learner’s PLR is held within the LRS and can
be accessed by contacting LRS Customer Help Desk. This information will only be
made available to the learner themselves, in line with guidance from the Information
Commissioners Office (ICO). For a learner to request this information they must be
able to:
Provide their ULN, Family Name and Given Name (exactly as entered in the
LRS), or
If the learner has logged onto the Learner Portal provide their ULN and be
able to provide the answer to their secret question. (This will have been
created when they first logged onto the Learner Portal)
If the learner cannot provide this information the LRS Customer Help Desk will not
be authorised to disclose the information.
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3.7 Report a Problem - ULN or Learning Event
Part of the quality control process and procedures, you can Report a Problem
(known as a Data Challenge) with a learner’s ULN or Learning Event(s)
(qualification/unit) data showing on PLR.
3.8 Report a ULN problem
The Data Challenge process allows you to identify a data issue with a learner’s
ULN. A data issue could be one of the following:
Enquiry Type
ULN has been
incorrectly
created
Identified Problem type
Duplicate ULN, for
example, a learner has
been given a second
ULN
Fictitious or fraudulent
ULN
ULN has been
incorrectly
merged
ULN de-merge
ULN has other
unspecified
problem
Two people sharing the
same ULN
Deceased learner
ULN incorrect as
details have changed
(learner is therefore
using another learner’s
ULN)
Other ULN problem
Information required to
Report a Problem
Both ULNs that you
suspect the learner has.
Which ULN is the master
and which ULN is the
duplicate
If data on the ULNs are
significantly different then
please give a reason for
the merge request. E.G. if
the ULNs have different
post codes please confirm
that the learner has lived at
both addresses.
Both ULNs that need to be
de-merged.
The reason why they need
de-merging.
Please give as much
information as to what the
issue is.
Table 1 – Reporting ULN problems
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Data Challenge process is only for instances where the LRB cannot resolve the
issue themselves and also includes issues raised by the learner. Instances where
a data issue can be corrected directly by an LRB are:
Wrongly spelt/Incorrect Name
Wrong/Incorrect Address
Opting out settings
Date of Birth
These can be changed using by updating the learner’s details – see Section 3.2.
3.8.1 Steps to report a ULN problem
 Select the Report a ULN Problem button from the “View Learner Profile” screen.
 Select the type of data issue from the list of options (table 6 above).
 Explain what your organisation believes the required corrective action is.
 Complete your name, email address and telephone number so that you can be
contacted should any questions arise.
 Finally, select the ‘Finish’ button to submit your request.
 Make a note of enquiry reference number should you wish to contact the LRS
Customer Help Desk.
Please ensure that you include as much information as you can when reporting a
problem. If the LRS Customer Help Desk does not have enough information they will
need to get in contact with you for further information which will delay the issue being
resolved.
Screenshot – Report a problem history
3.9 Report a PLR Learning Event Problem
You can report a problem (also known as Data Challenge) for any of the PLR
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Learning Events. This is a 4 step process:
 Step 1; select the ‘Report a Problem’ button from the PLR display will give a
drop down box with a number of options:
o Information on one of the qualifications is wrong (section 7.2.1)
o One of the qualifications does not belong to this learner (section 7.2.2)
o One of the qualifications appear more than once (section 7.2.4)
Note: When you are reporting a problem, remember that the Learning Events
available are those after summer 2008. Even data after this date may be missing
as it may not have been possible to uniquely match the learner with their
qualification data from the data sources used to populate the record.
 Once you have selected an option from the drop down box, select Next. Each
of the options listed above will now be detailed over the next few pages:
steps 2 - 4.
3.9.1 Information on one of the qualifications is wrong
This option can be selected when the learning event appears in the PLR but the
details are incorrect:
 Step 2: Choose the qualification that you are reporting by selecting the
appropriate radio button in the ‘Select’ column
 Select ‘Next’ to proceed to step 3 of the process. Note that there may also a
separate ‘Next’ button for further pages of qualifications.
 Step 3: Details of the chosen qualification appear in a form allowing you to
edit the fields, so that correct information can be entered, for that learning
event. Changes should only be made if they do not match Awarding
Organisation certificates. Enter the changes and then select ‘Next’.
 Provide: as much additional information as possible,
 Step 4: You must provide your name and contact details (valid email address
and telephone number) in case we have any further questions. Note if you
would like the enquiry to come back to another member of staff, their details
can be entered in here.
 Select ‘Finish’.
 Once your enquiry has been successfully submitted, you will see an enquiry
reference number; make a note of this number in case you need to contact the
LRS Customer Help Desk.
 Select ‘Continue’ to return to Report a Problem step 1.
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Screenshot – Report a Learning Event problem – qualification wrong - step 2
3.9.2 A learning event does not belong to the learner
This option can be selected when the learning event does not belong to the learner:
 Step 2: Select the radio button from the “Select” column against the qualification
that you are reporting
 Select ‘Next. Note that there may also a separate ‘Next’ button for further pages
of qualifications.
 Step 3: The record that is being challenged as not belonging to the learner is
displayed. This gives the opportunity to check the details, cancel or go to the
previous screen.
 Once the details have been verified, select the ‘Next’ button.
 Provide: as much additional information as possible,
 Step 4: You must provide your name and contact details (valid email address
and telephone number) in case we have any further questions. Note if you would
like the enquiry to come back to another member of staff, their details can be
entered in here.
 Select ‘Finish’.
 Once your enquiry has been successfully submitted, you will see an enquiry
reference number; make a note of this number in case you need to contact the
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LRS Customer Help Desk.
 Select ‘Continue’ to return to Report a Problem step 1.
Screenshot – Report a Learning Event Problem – qualification not learners – step 2
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3.9.3 A Duplicate learning event
This option can be selected if one or more qualifications is duplicated:
 Step 2: Select the two qualifications which you wish to report (two events
need to be selected, in order to proceed to the next stage of the procedure).
 Select ‘Next’.
 Step 3: The record that is being challenged as not belonging to the learner is
displayed. This gives the opportunity to check the details, cancel or go to the
previous screen.
 Once the details have been verified, select the ‘Next’ button.
 Provide: as much additional information as possible,
 Step 4: You must provide your name and contact details (valid email address
and telephone number) in case we have any further questions. Note if you
would like the enquiry to come back to another member of staff, their details
can be entered in here.
 Select ‘Finish’.
 Once your enquiry has been successfully submitted, you will see an enquiry
reference number; make a note of this number in case you need to contact the
LRS Customer Help Desk.
 Select ‘Continue’ to return to Report a Problem step 1.
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Screenshot – Report a Learning Event Problem – duplicate event – step 2
3.10 View data challenge history
A list of previously opened data challenges for a given learner can be viewed on
the Organisation Portal.
 From the View learner profile screen, select the ‘View enquiries’ button.
 To view the details of any data challenge, click the ‘View Details’ hyperlink.
 If the data challenge has not been previously resolved or withdrawn, it can
be withdrawn by clicking on the ‘Withdraw enquiry’ button.
 Select the ‘Return to enquiry list’ to go back to the first screen.
4.
Find a QCF qualification
The Welcome screen, presents a form for the Find a QCF Qualification function,
available to a Learner Registration Body (LRB) Online User and LRB View Only
User. This feature allows you to browse QCF Qualifications and to select Units
which will make up a qualification.
The Qualifications and Credit Framework is a way of recognising achievement
through the award of credit for the achievement of units and qualifications. This
function is designed to give quick and easy access to Qualifications within the QCF
and to give users the opportunity to search and produce suitable combinations.
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There are two versions of the Find a QCF Qualification:
 a search that links to a learner’s achieved units available from the PLR and
 a generic search that does not use any information within a learner’s PLR
(generic anonymous refer to section 8.1.1)
The Find a QCF Qualification can be developed into Rules of Combination
enquiries. The Rules of Combination refer to regulatory rules around how QCF
qualifications must be designed. These rules, in combination with the design of the
qualification, determine what credits a learner must achieve to be considered to
award for a qualification.
4.1 Find a QCF qualification – generic (anonymous)
This section takes you through the generic option and is suitable for a one on one
discussion or for group sessions when carrying out careers advice.
 From the homepage on the LRS Organisation Portal complete the “Find a
QCF Qualification” fields: The search allows you to enter key details to help
find relevant qualifications.
 Search fields:
Keyword; performs an exact match on the word(s) provided and
returns results with those words within the title of the qualification. If
more than one word is entered, then these words must appear exactly
in the order as entered on the screen.
Level; All qualifications have a level between Entry Level and level 8.
The level is chosen from options within a drop down box.
Size; volume of learning. There are three types of qualification size:
o
Awards (1 to 12 credits)
o
Certificates (13 to 36 credits)
o
Diplomas (37 credits or more)
Sector Subject Area (SSA) – select a subject area from the drop
down list. SSA are used to find qualifications within sectors which
correspond to relevant subjects.
 Select Search.
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Screenshot – Find QCF qualification – quick search (on welcome page)
If your search details find more than 100 records, the “More search options” screen
is displayed to allow you to refine your search criteria. The “More search options”
screen includes the same fields listed on the “Find a QCF Qualification” plus two
additional fields:
Reference Code – the reference code must be entered with the slashes
and needs to match exactly with a code held by the Ofqual Register of
Regulated Qualifications
Offered In – the country codes regulated by Ofqual are listed and they are
England, Wales and Northern Ireland. More than one can be selected
using the appropriate check boxes.
To proceed you must select and/or supply information for one or more of the
following fields; ‘Keyword’, ‘Reference Code’ or ‘Subject Sector Area’;
 Select Search.
 You will be presented with a results screen matching the criteria provided:
o Results can be sorted by; column title.
o For multiple pages of information you can select ‘View All’ from the ‘Show’
dropdown box to display all selections found Or choose a page number Or
‘Next’ to move to the following page.
o Select; “Export” to generate a PDF report detailing the search results and
search criteria. This may be viewed, downloaded or printed.
o Each of the qualification titles appears as a hyperlink (see the next step
for more information)
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Screenshot – Find a QCF qualification – successful search
 Select a qualification (hyperlink) and this link will open a further screen
with details about the qualification.
 This screen is split into two sections;
o ‘About this Qualification’; name of the owning organisation, Level,
Sector Subject Area, Grading Structure, Total Credits, Minimum
Credits at Level and Minimum Guided Learning Hours. This
information can be hidden by selecting the toggle, ‘-‘, and expanded by
selecting ‘+’.
o Structure of the qualification; Grouping of Units.
4.2 Grouping of Units
This section provides more information about the “Grouping of Units” and its
purpose.
Each Group can have minimum credit, maximum credit, minimum
components and maximum components. The minimum credits and minimum
components for each group are displayed on the screen. The maximum
constraints (limits to overachievement) are also used when calculating the
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levels of credit.
You have the choice to either open up a single group or all the displayed
groups. Selecting ‘+’, shown alongside a group will open display all the
details of that group, whereas selecting ‘Expand all’ will expand all groups
within the qualification.
The Total Credit and Credit at Level that must be met are shown in the
header line and are the aggregate of the various credits that are selected
using the check boxes, displayed between the level and the amount of credit
for that unit.
The ‘Minimum Credit at Level’ must also be achieved – credits for units may
be awarded at different levels. This value is the amount of the total credit that
must be at this level of the qualification or above. (At a minimum this will be
51% of the total credit but may be more).
Screenshot 102 – Find a QCF qualification - calculate
4.3 Grouping of Units - Process
 Select ‘Default to View’ will return the display to the default view and has the
opposite effect of ‘Expand All’;
o Some qualifications can have many group and units. For qualifications
that may be displayed over several screens, the ‘back to top’ option
can be selected to return to the first screen.
o Selecting Export to PDF will export the results to a PDF file that will
reflect the state of the screen as it was when it was last calculated.
Screen changes after the last calculation are not reflected in the
report.
o More information about the units displayed can be found on the
Register of Regulated Qualifications site (Ofqual record); by selecting
the ‘Unit Code’ (hyperlink) you will be directed to the Ofqual record.
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 Select the relevant unit check box. Some of the units are mandatory to
achieve the qualification while others are optional.
 Once you have selected your options, select ‘Calculate’ (known as Rules of
Combination, see section 8.1.3 for more information). The calculate button
will recompute the credits at the various points in the structure of the
qualification. You can go back into the group structure to select more options.
Screenshot – Find a QCF qualification – successful outcome
4.4 Rules of Combination
 The Rules of Combination is a calculation process to ensure that all
combinations are evaluated, especially where the learner has over achieved
by having more credits than are required. When this happens the calculation
has to choose which of the learners credits best meets the constraints of the
group / qualification. Occasionally it may indicate that the qualifications
criteria have not been met when in fact there is a successful outcome.
 The calculation can never indicate that the constraints have been met when
they have not.
 There is a hyperlink to access more help by choosing ‘The calculation is not
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working as expected’.
 The option ‘Back to List’ will return you to the list of selected qualifications.
4.5 Find a QCF qualification – including learner’s completed QCF Units
This is the “Find a QCF Qualification” for users with access to the PLR and
displaying details of learners who have agreed to share their PLR. Entry to
this option is available from within the PLR by selecting the ‘Find a QCF
Qualification’ hyperlink:
o The learner’s details are displayed on screen.
o The process is very similar to the generic version, but this time any of
the qualifications can be selected and used within the search, for a
suitable qualification(s). The search will only select qualifications that
include ‘checked’ unit or qualification and the entered values in
Keyword, Reference Code, Level, Size, Sector Subject Area and
Country (Offered in)
o As per the generic version you may Export to PDF, which will generate
a PDF report detailing the search results and search criteria. This may
be viewed, downloaded or printed. The PDF report will be compatible
with the PDF file format (Adobe Acrobat Reader v5.0 and above)
Screenshot – Find a QCF qualification – search using learner units
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Example
In this example below, we have entered the word search ‘Teach’ as a keyword and
selected the unit ‘Preparing to Teach in the Lifelong Learning Sector’. Several
qualifications are found:
o The search has only returned qualifications (in this case 1 qualification)
that contain the selected units; Mental health problems and the main
interventions and approaches that are used with older people and
Assessment, care and support planning and risk management to promote
the wellbeing and mental health of older people from the learner’s PLR
and the word ‘Teach’ within the title.
Screenshot – Find a QCF qualification – results of learner unit search
Select a qualification title (hyperlink) and this link will open a further screen
with details about the qualification. This screen is split into two sections;
o ‘About this Qualification’; name of the owning organisation, Level,
Sector Subject Area, Grading Structure, Total Credits, Minimum
Credits at Level and Minimum Guided Learning Hours. This
information can be hidden by selecting the toggle, ‘-‘, and expanded by
selecting ‘+’.
o Structure of the qualification; Grouping of Units (refer to section 8.1.2
for more information)
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Screenshot – Find a QCF qualification – learner credits
Note: Group A
(Mandatory Units) the Minimum Credits achieved are initially totalling 3 out of
19. (This is a reflection of the credits for one of the units that the learner has
already achieved). The same applies to Group B.
The Qualification Credits line does not include credits until a whole group is
achieved.
You have the option to expand each group, one at a time, or to ‘Expand all’.
Expand all reveals units as in the screen shown below.
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Screenshot 3– Find a QCF qualification – Learner’s achievements
 Note again, how the Unit that was selected from the record is shown as
achieved and the check box is already ‘greyed out’ and selected.
Screenshot – Find a QCF qualification – Learner achieved unit
 All the other units are available for selection, whether optional or required.
 From the expanded screen, we check appropriate units to select, carefully
analysing the totals required, for credits and level (if needed) for each group.
After choosing the options, the ‘Calculate’ button is selected.
Screenshot – Find a QCF qualification – learner – successful outcome
 The above shows a successful outcome for the Rules of Combination,
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displaying in green and ‘ticks’ at the Total Credits and Minimum Credits at
Level on the Qualification Credits line plus showing similar successes for
each Group included in the calculation.
 This completes a Find a QCF Qualification and Rules of Combination for a
learner.
Appendix A – Types of user in the LRS
In order to protect the LRS and the information on learners, it is your responsibility to
make sure users only have the level of access necessary to perform their job. To
help identify this level, the LRS provides a number of roles which you can assign to
a user; the roles can be ‘mixed and matched’ according to the level of accessed
required. The User roles are:
User Role
Description
LRB Super User This is the highest level organisation-specific role that you can
be given. As a Super User you are responsible for managing all
users within your registered organisation.
LRB Batch User This is a basic role, allowing the user to submit and view the
results and progress of batch jobs.
LRB Online
This is a basic role allowing the user to find, update learner
User
records and register learners. The functionality to ‘Find a QCF
Qualification’ (anonymously) is provided as part of this role.
LRB View Only This is the lowest level of access, allowing the user to find
User
learner records and ‘Find a QCF Qualification’ (anonymously),
but not register learners or update learner records.
Learner Record This role allows the user to view and print the Personal Learning
Record (PLR) for any ULN.
PLR Users can access a learner’s PLR once a ‘Find Learner
search’ has been performed, and can use the ‘Find a QCF
Qualification’ facility using units from the PLR.
Learner Plan
There are two additional roles which have been defined to give
User/ Learner
access to Learner Plan functionality: Learner Plan and Learner
Plan View Only Plan View Only. These roles are only available to
organisations delivering learning to offender learners who
have been approved by OLASS.
VLD Learning
The (Verify Learner Details) role allows users to verify learners
Provider
using Learner Verification. This role is only available to
providers funded by the Skills Funding Agency. If you would
like more information, please contact the Data Service.
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Please note: you can only select the user types that you have been granted access
to when your organisation was set up as an LRB. For instructions on how to create
users, please see Section 2.4.
Appendix B – Tips for searching
It is important to search thoroughly for a ULN for your learner before creating one. The LRS
is large and continues to grow, so your learner is very likely be one of these. Below is a
summary of things to think about when searching for learners:
Name
Swap previous name - try searching using the person’s previous family name.
Swap Given Name and Family Name - use their middle name as their Given Name.
Prefix/Suffix - try searching for the person with and without a prefix/suffix on their Family
Name or use alternative forms of prefix/suffix, for example, McDonald/MacDonald).
Preferred name - Try searching using their preferred or nickname as the Given Name.
Spelling - Check appropriate spelling of the person’s name and consider using phonetic
spelling, for example, Czaja as Chiah.
Recording – when you are updating a Family Name copy the previous Family Name into
the relevant field.
Double barrelled name - Try including and excluding a hyphen if a double barrelled
name.
Date of birth
Swap month and day around (if less than or equal to 12) or try using the first of the
month. (01-MM-YYYY).
When the learner’s Date of Birth is not known, as a last resort a DOB is used that they
will remember, for example, 1/1/ <choose a year closest to their age>.
Contact information
Try searching using a previous postcode for the person (or their parent’s postcode).
Try searching using the default postcode ZZ99 9ZZ.
If you collect the previous postcode for learners you could try uploading a batch file with
the previous postcode. Once you have obtained the ULN please update the ULN with
the correct postcode.
If in doubt, use Address matching tools (such as http://postcode.royalmail.com) to
produce a full address.
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Appendix C – Tips for updating a learner’s details
Below is a one page summary when updating learners:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
If you have ULNs for learners, the demographics can be updated using Batch
Processing. One mandatory field can be updated per file.
Prohibited text is not allowed, for example, prisoner. Should the learner’s name include
prohibited text, please contact the LRS Customer Help Desk. If prohibited a postcode,
for example, a prison postcode, please use the learner’s last address or the default
postcode ZZ99 9ZZ. View a list of published prohibited text.
Ensure that the learner’s details are updated regularly by submitting batches of current
learners prior to exam entry.
Contact information
Always complete the address lines with correct and valid postcode.
If in doubt, use Address matching tools (such as http://postcode.royalmail.com) to
produce a full address.
Include the email address of the learner - but don’t use the word ‘none’.
If you collect the previous postcode for learners you could try uploading a batch file
with the previous postcode. Once you have obtained the ULN, please update the
Organisation Portal with the correct postcode.
Names
Always use the learner’s legal name and not nicknames as these can be recorded in
‘Preferred Given Name’.
Include the learner’s ‘Previous Family Name’ if known because this can improve search
results.
Add middle names to ‘Middle Other Name’ using a space between each.
When updating a Family Name, copy the previous Family Name into ‘Previous Family
Name’.
12.
Date of birth
When the learner’s Date of Birth is not known, as a last resort use a DoB that they will
remember, for example, 1/1/ <choose a year closest to their age>.
13.
School age
If updating the School at Age 16, enter the proper school name but do not include the
word ‘School’ or ‘College’.
14.
Place of birth
If you have this information, please include it in ‘Place of Birth’. This should be the
city/town as recorded on their birth certificate.
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Appendix D Create/update learner fields
Field
Title
Given Name
Preferred Given Name
Middle Other Name
Family Name
Previous Family Name
Family Name at 16
Gender
Entry type
Free Text
Free Text
Free Text
Free Text
Free Text
Free Text
Free Text
Drop down
Date of Birth
Place of Birth
Nationality
Last Known Address 1
Last Known Address 2
Last Known Town
Last Known County/City
Last Known Postcode
Date of Address Capture
Email Address
Date field:
Free Text
Drop down
Free Text
Free Text
Free Text
Free Text
Free Text
Date field
Free Text
Verification Type
Drop down
Format/drop down choice
Female
Male
Not Known
Not Specified
Drop down
Please see Appendix B
Drop down
Bank/Credit/Debit Card
Certificate of Entitlement to
Funding
Driving Licence
ID Card or other form of National
ID
National Insurance Card
None provided
Other
Passport
Relationship with School
Other Verification
Free Text
Description
School at Age 16
Free Text
Scottish Candidate Number Free Text
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Ability to Share
Drop down
FPN not seen
FPN Seen and able to share data
FPN Seen and unable to share
data
Appendix E – Verification Type and Ability to Share
Field
Verification Type
Ability to Share
Format/drop down choice
None provided
Relationship with school – should be
used by schools
Bank/Credit/Debit Card
Certificate of Entitlement to Funding
Driving Licence
ID Card or other form of National ID
National Insurance Card
Other – if selected the Other
Verification Description field needs to
be completed
Passport
FPN not seen
FPN Seen and able to share
FPN Seen and unable to share
Verification Type
The facility for recording verification is provided by two fields: ‘Verification Type’ and
‘Other Verification Description’. The ‘Verification Type’ field is a controlled list whilst
the ‘Other Verification Description’ is a free text entry field and is only used in value
‘Other’ is selected in Verification Type).
The verification type value ‘relationship with school’ should be used by pre-16
schools, where the identity checking processes typically involves verifying the
identity of the learner with the parents or guardians.
Other Verification Description
Where the ‘Other’ value is assigned to the ‘Verification Type’ field, the verification
document must be issued by a trusted third party. Any documentation that does not
conform to the standard verification types or ‘other’ trusted documentation should
result in the learner being registered with the verification type value ‘none’.
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Examples of trusted document types are:
Photographic security pass for current place of employment
Armed Forces service ID
Re-enrolment of known student (record as ‘returning student’)
Exam Certificates
Appendix F – Nationality codes (for learner detail fields)
Codes
00 000 000
AF AFG 004
AX ALA 248
AL ALB 008
DZ DZA 012
AS ASM 016
AD AND 020
AO AGO 024
AI AIA 660
AQ ATA 010
AG ATG 028
AR ARG 032
AM ARM 051
AW ABW 533
AU AUS 036
AT AUT 040
AZ AZE 031
BS BHS 044
BH BHR 048
BD BGD 050
BB BRB 052
BY BLR 112
BE BEL 056
BZ BLZ 084
BJ BEN 204
BM BMU 060
BT BTN 064
BO BOL 068
BA BIH 070
BW BWA 072
Country
Not known
Afghanistan
Aland Islands
Albania
Algeria
American Samoa
Andorra
Angola
Anguilla
Antarctica
Antigua and Barbuda
Argentina
Armenia
Aruba
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Bangladesh
Barbados
Belarus
Belgium
Belize
Benin
Bermuda
Bhutan
Bolivia
Bosnia and Herzegovina
Botswana
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Codes
BV BVT 074
BR BRA 076
BQ ATB ???
IO IOT 092
BN BRN 096
BG BGR 100
BF BFA 854
BU BUR 104
BI BDI 108
BY BYS 112
KH KHM 116
CM CMR 120
CA CAN 124
CT CTE 128
CV CPV 132
KY CYM 136
CF CAF 140
TD TCD 148
CL CHL 152
CN CHN 156
CX CXR 162
CC CCK 166
CO COL 170
KM COM 174
CG COG 178
CD COD 180
CK COK 184
CR CRI 188
HR HRV 191
CU CUB 192
CY CYP 196
CZ CZE 203
CS CSK 200
DY DHY 204
YD YMD 720
DK DNK 208
DJ DJI 262
DM DMA 212
DO DOM 214
NQ ATN 216
TP TMP 626
EC ECU 218
EG EGY 818
Country
Bouvet Island
Brazil
British Antarctic Territory
British Indian Ocean Territory
Brunei
Bulgaria
Burkina Faso
Burma
Burundi
Byelorussian SSR
Cambodia
Cameroon
Canada
Canton and Enderbury Islands
Cape Verde
Cayman Islands
Central African Republic
Chad
Chile
China
Christmas Island
Cocos (Keeling) Islands
Colombia
Comoros
Congo
Congo, Democratic Republic
Cook Islands
Costa Rica
Croatia
Cuba
Cyprus
Czech Republic
Czechoslovakia
Dahomey
Democratic Yemen
Denmark
Djibouti
Dominica
Dominican Republic
Dronning Maud Land
East Timor
Ecuador
Egypt
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Codes
SV SLV 222
GQ GNQ 226
ER ERI 232
EE EST 233
ET ETH 231
ET ETH 230
FK FLK 238
FO FRO 234
DE DEU 280
FJ FJI 242
FI FIN 246
FI FIN 246
FR FRA 250
GF GUF 254
PF PYF 258
TF ATF 260
AI AFI 262
GA GAB 266
GM GMB 270
GE GEO 268
DD DDR 278
DE DEU 276
GH GHA 288
GI GIB 292
GE GEL ???
GE GEL 296
GR GRC 300
GL GRL 304
GD GRD 308
GP GLP 312
GU GUM 316
GT GTM 320
GG GGY 831
GN GIN 324
GW GNB 624
GY GUY 328
HT HTI 332
HM HMD 334
VA VAT 336
HN HND 340
HK HKG 344
HU HUN 348
IS ISL 352
Country
El Salvador
Equatorial Guinea
Eritrea
Estonia
Ethiopia
Ethiopia
Falkland Islands
Faroe Islands
Federal Republic of Germany
Fiji
Finland
Finland
France
French Guiana
French Polynesia
French Southern Territories
French Territory of Afars and Issas
Gabon
Gambia, The
Georgia
German Democratic Republic
Germany
Ghana
Gibraltar
Gilbert and Ellice Islands
Gilbert Islands
Greece
Greenland
Grenada
Guadeloupe
Guam
Guatemala
Guernsey
Guinea
Guinea-Bissau
Guyana
Haiti
Heard Island and McDonald Islands
Holy See
Honduras
Hong Kong
Hungary
Iceland
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Codes
IN IND 356
ID IDN 360
IR IRN 364
IQ IRQ 368
IE IRL 372
IM IMN 833
IL ISR 376
IT ITA 380
CI CIV 384
JM JAM 388
JP JPN 392
JE JEY 832
JT JTN 396
JO JOR 400
KH KHM 116
KZ KAZ 398
KE KEN 404
KI KIR 296
KP PRK 408
KR KOR 410
KW KWT 414
KG KGZ 417
LA LAO 418
LV LVA 428
LB LBN 422
LS LSO 426
LR LBR 430
LY LBY 434
LI LIE 438
LT LTU 440
LU LUX 442
MO MAC 446
MK MKD 807
MG MDG 450
MW MWI 454
MY MYS 458
MV MDV 462
ML MLI 466
MT MLT 470
MH MHL 584
MQ MTQ 474
MR MRT 478
MU MUS 480
Country
India
Indonesia
Iran
Iraq
Ireland
Isle of Man
Israel
Italy
Ivory Coast
Jamaica
Japan
Jersey
Johnston Atoll
Jordan
Kampuchea
Kazakhstan
Kenya
Kiribati
Korea, North
Korea, South
Kuwait
Kyrgyzstan
Laos
Latvia
Lebanon
Lesotho
Liberia
Libya
Liechtenstein
Lithuania
Luxembourg
Macao
Macedonia
Madagascar
Malawi
Malaysia
Maldives
Mali
Malta
Marshall Islands
Martinique
Mauritania
Mauritius
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Codes
YT MYT 175
MX MEX 484
FM FSM 583
MI MID 488
MD MDA 498
MC MCO 492
MN MNG 496
ME MNE 499
MS MSR 500
MA MAR 504
MZ MOZ 508
MM MMR 104
NA NAM 516
NR NRU 520
NP NPL 524
NL NLD 528
AN ANT 530
AN ANT 532
NC NCL 540
NH NHB 548
NZ NZL 554
NI NIC 558
NE NER 562
NG NGA 566
NU NIU 570
NF NFK 574
MP MNP 580
NO NOR 578
OM OMN 512
PK PAK 586
PW PLW 585
PS PSE 275
PA PAN 591
PZ PCZ ???
PG PNG 598
PY PRY 600
PE PER 604
PH PHL 608
PN PCN 612
PL POL 616
PT PRT 620
PR PRI 630
QA QAT 634
Country
Mayotte
Mexico
Micronesia
Midway Islands
Moldova
Monaco
Mongolia
Montenegro
Montserrat
Morocco
Mozambique
Myanmar
Namibia
Nauru
Nepal
Netherlands
Netherlands Antilles
Netherlands Antilles
New Caledonia
New Hebrides
New Zealand
Nicaragua
Niger
Nigeria
Niue
Norfolk Island
Northern Mariana Islands
Norway
Oman
Pakistan
Palau
Palestine
Panama
Panama Canal Zone
Papua New Guinea
Paraguay
Peru
Philippines
Pitcairn
Poland
Portugal
Puerto Rico
Qatar
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Codes
RE REU 638
RO ROU 642
RU RUS 643
RW RWA 646
SH SHN 654
KN KNA 659
KN KNA 658
LC LCA 662
PM SPM 666
VC VCT 670
WS WSM 882
SM SMR 674
ST STP 678
SA SAU 682
SN SEN 686
RS SRB 688
CS SCG 891
SC SYC 690
SL SLE 694
SK SKM ???
SG SGP 702
SK SVK 703
SI SVN 705
SB SLB 090
SO SOM 706
ZA ZAF 710
GS SGS 239
VD VDR ???
RH RHO '716
ES ESP 724
EH ESH 732
LK LKA 144
SD SDN 736
SR SUR 740
SJ SJM 744
SZ SWZ 748
SE SWE 752
CH CHE 756
SY SYR 760
TW TWN 158
TJ TJK 762
TZ TZA 834
TH THA 764
Country
Reunion
Romania
Russia
Rwanda
Saint Helena
Saint Kitts and Nevis
Saint Kitts-Nevis-Anguilla
Saint Lucia
Saint Pierre and Miquelon
Saint Vincent and the Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Serbia
Serbia and Montenegro
Seychelles
Sierra Leone
Sikkim
Singapore
Slovakia
Slovenia
Solomon Islands
Somalia
South Africa
South Georgia
South Vietnam
Southern Rhodesia
Spain
Spanish Sahara
Sri Lanka
Sudan
Suriname
Svalbard and Jan Mayen
Swaziland
Sweden
Switzerland
Syria
Taiwan
Tajikistan
Tanzania
Thailand
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Codes
TL TLS 626
TG TGO 768
TK TKL 772
TO TON 776
TT TTO 780
PC PCI 582
TN TUN 788
TR TUR 792
TM TKM 795
TC TCA 796
TV TUV 798
UG UGA 800
UA UKR 804
UA UKR 804
SU SUN 810
AE ARE 784
GB GBR 826
US USA 840
UM UMI 581
PU PUS 849
HV HVO 854
UY URY 858
UZ UZB 860
VU VUT 548
VA VAT 336
VE VEN 862
VN VNM 704
VG VGB 092
VI VIR 850
WK WAK 872
WF WLF 876
EH ESH 732
YE YEM 887
YE YEM 886
YU YUG 891
ZR ZAR 180
ZM ZMB 894
ZW ZWE 716
Country
Timor-Leste
Togo
Tokelau
Tonga
Trinidad and Tobago
Trust Territory of the Pacific Islands
Tunisia
Turkey
Turkmenistan
Turks and Caicos Islands
Tuvalu
Uganda
Ukraine
Ukrainian SSR
Union of Soviet Socialist Republics
United Arab Emirates
United Kingdom
United States
United States Minor Outlying Islands
United States Miscellaneous Pacific Islands
Upper Volta
Uruguay
Uzbekistan
Vanuatu
Vatican City State
Venezuela
Vietnam
Virgin Islands, British
Virgin Islands, U.S.
Wake Island
Wallis and Futuna
Western Sahara
Yemen
Yemen
Yugoslavia
Zaire
Zambia
Zimbabwe
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Appendix G – Return codes RC001-RC011
RC001 to RC005 are not classed as exceptions’, although some action from you may be
needed
Learner supplied
with
without
ULN
ULN


Description
Information or
Exception
RC001
Linked Master ULN returned
Information
RC002
ULN Confirmed and
Updated
Information

RC003
ULN Confirmed
Information

RC004
No Match - New ULN
Created
Note: newly created ULN is
returned in the ULN data
column
Information

RC005
No Match - No ULN
Created*
Information

Code

RC006 to RC011 return codes all represent ‘exceptions’ which you need to address:
Return Codes and
Description
Explanation and possible resolution
Action Required
RC006
Insufficient Data to
Create a ULN
Failed to create a ULN one or more of the
mandatory fields have not been supplied
particularly Verification Type and/or Ability to
Share not supplied.
Check CTF file;
mandatory details
populated; First and Family
Name, Gender, Date of
Birth, Postcode
Or
“Verification Type” and/or
“Ability to Share” fields
have been populated
RC007
Possible Match
Failed to find/create a ULN – the LRS found up
to 10 possible matches for the learner.
RC008
Too Many Matches
Failed to find/create a ULN - the LRS found
more than 10 possible matches.
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You need to re-submit
your CTF file
Refer to section 5.3
Try refining your search –
do you have any other
details you can use i.e
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RC009
No ULN Match
The ULN supplied in your CTF file has not been
recognised.
RC010
Null values
RC011
Incorrect format
One or more of the mandatory fields is blank
apart from Given Name or Family Name.
previous family name,
preferred name
Check that the ULN you
entered has 10 digits and
that the Given Name,
Family Name, Date of
Birth, Gender and
Postcode match this ULN.
Check the mandatory
fields.
The learner record submitted in the CTF file
contains data which does not meet LRS
formats. This could be:
1. Either the Family Name and/or Given
Name are incomplete or contain an invalid
name.
2. Prohibited text or postcode has been
entered into any of the fields.
3. ULN already exists and file is attempting to
update Verification Type being updated to
999 = Other and Verification Description
field is blank.
4. Date of birth value means learner is less
than 11 years old or more than 110 years
old.
5. ULN already exists and Ability to Share is
being set back to FPN Not Seen or when
learner has previously set this field
themselves (set their preference).
6. There is a double space in the Postcode
field.
Appendix H - Glossary
Abbreviation
Term
/ Explanation
AO
Awarding Organisation
CRB Check
Criminal Records Bureau Check
CSV / XML
File formats – Comma Separated Values or Extensible
Markup Language
Family Name
The surname or family name of the learner
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FPN
Fair Processing Notice – summary of way data may be
shared
Given Name
The forename or the name that the learner is usually
known by
ICO
Information Commissioners Office
ILR
Individualised Learner Record
LAD
Learning Aims Database
LR
Learner Register
LRB/s
Learner Registration Body/bodies
LRS
Learning Records Service (previously MIAP)
MIAP
Managing Information Across Partners
MIS
Management Information System
NPD
National Pupil Database
NQF
National Qualifications Framework
Ofqual
Office of Qualifications and Examinations Regulation
PLR
Personal Learning Record
QCF
Qualification and Credit Framework
RoC
Rules of Combination
RtA
Routes to Achievement
Super User
Responsible for Managing Users in an Organisation
UKPRN
UK Provider Reference Number
UKRLP
UK Register of Learning Providers
ULN
Unique Learner Number
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